Aside from the food, one of the most important pieces of your business event is how information is relayed. As this is typically through a presenter or a speaker whose expertise will further your business goals, it’s imperative to find the right one, and get him or her booked for your event. Here are some tips below to achieve that.
- Have a contract
Seems like an obvious step, but too many deals sealed with a handshake fall through with no recourse available to those left hanging. Make sure you have a contract drawn up that fairly represents both sides. Even though you can’t guarantee that your speaker will show up, a contract provides some security as it’s harder for them to walk away and receive compensation without fulfilling their end of the bargain. Really, get a contract. No one wants a speaker to take the money and run!
- Pursue your speaker as far in advance as possible
Truly great speakers will likely be reserved months or years in advance, so it’s important to get them signed far before they will actually be needed to speak. Not to mention, connecting with them isn’t as straight forward as shooting off a text!
Getting through to someone who is well renowned and in demand can take as much time as organizing the event they’ll attend, due to getting lost in the shuffle of the rest of their communications, filtered by their email, or not being able to get through to their agent. Plan ahead!
- Know the going rate and offer accordingly
Keep in mind that it’s not only important to know what the average speaker is compensated for an event like yours – it’s also important to know how much the speaker you want is usually compensated. Excellent speakers likely charge a bit more than average, but it’s important to remember that they’re often a draw that increases attendance, both helping spread the message and increasing ticket sales.
A good speaker is an investment, and one that needs to be accounted for early to ensure that they are affordable for your event and can be compensated quickly to maintain a good relationship.
- Try to get local talent
It’s much easier to book someone who lives near the venue than to convince them to fly out for a few days, so if there’s someone nearby who fits your needs well, absolutely look to them first.
Taking this step may also cut costs somewhat, as you don’t need to consider the travel and lodging costs for your speaker. You’re also likely to draw in more of the local crowd since people tend to support those in their community, and that allows you to expose your other speakers to a wider audience.
- Ensure everyone included has relevant expertise
Too often a speaker is included in an event as a gimmick, more as a commercial than as a real contribution to the conversation. While it’s tempting to try to draw in as much of a crowd as possible, it can be offensive to both the speaker and those who come to see them if they are used in a token role.
If a name you want on the roster may not be an expert on the subject, or if they won’t have any real time to speak about what’s important to them, you should seriously consider getting a different person to fill the role.
- Have back-ups in mind
No matter how early you pursue your speakers, no matter how well you offer to compensate them, and no matter how friendly your relationship with them, you will not be able to get everyone on your list every time. These people are busy, their schedule can easily conflict with yours, not to mention that people get sick or have family crises. Understand these facts and make sure you’ve got a lineup of other speakers to fill the time you need filled.
There’s nothing wrong with sending a letter or email that clearly states that they may be needed for the event and see whether they have an interest. However also be sure to let them know if they are not needed as far in advance as possible to maintain a good relationship!
Once you have your speakers secured, be sure to showcase them in your event lineup in the best way: by utilizing any of the top 10 best event apps such as MeetApp (link to the website). Event apps allow you to provide worthwhile content to your attendees in an efficient manner. These are also more cost effective and efficient than traditional routes for advertising speakers. Instead of having to update information about the speaker in mailing lists or mail, you can of you can just adjust the app.
